Who we are and what this covers
Centurion Network ("tcgpos", "we", "us" or "our") makes point of sale software for trading card and game shops. This policy explains what information the tcgpos website, the shop dashboard and register, and the store pages we host for shops collect, how it is used and shared, and the choices you have.
We handle information in two roles:
- For shops and their staff, we decide how account and billing information is used; this policy describes it.
- For a shop's customers (the people who buy from, sell to or sign up with a shop), we store and process their information on the shop's behalf, following the shop's instructions. The shop decides what it collects and why, and its own privacy notice applies. If you are a customer of a shop, please contact the shop with questions or requests about your information; we will help the shop answer them.
Information about shops and their staff
- Accounts: email address, name, role and the store locations each person may use. Passwords and register PINs are stored only as one-way hashes; two-step sign-in secrets are encrypted and recovery codes are stored only as one-way hashes.
- Sign-up and billing: the owner's email, the shop's web address, the plan, the amount paid and PayPal's order and payment references. Plan payments are made through PayPal, which handles the card or bank details; we never see them. If a shop signs up with an affiliate code, the code and whether it was typed or came from a referral link.
- Support: what you write to us, your name and email, the page you were on, and basic details of your browser and screen so we can reproduce a problem. Feature requests you send are filed in our issue tracker (hosted by GitHub) with your shop, your name and your role.
- Activity: a log of sensitive actions in a shop (for example refunds, discounts, staff and settings changes), with who did them, and staff time-clock entries.
Information shops keep about their customers
Depending on the features a shop uses, it may keep in tcgpos:
- contact details (name, email address, phone number and postal address) and notes the shop writes;
- purchases, returns, trade-ins, store credit, loyalty points, gift cards, pre-orders, want lists and birthday;
- for people who sell cards to the shop, identification the shop is required or chooses to check: the type of ID, issuer, expiry, date of birth and, from a scanned card, the name, sex, height and eye colour it shows. The ID number itself is encrypted, and a shop can have ID details removed from the customer's file automatically after a period it chooses. Secondhand-dealer laws often require a shop to keep the seller's ID with each purchase, so a copy is kept with each buy for the number of years the shop sets (3 by default), even after it is removed from the customer's file; only the shop's owners can produce it, for example for a police request, and each time is recorded;
- whether the customer agreed to marketing email, when, and when they unsubscribed;
- what customers send through the shop's store page: online orders and delivery addresses, event sign-ups, lists of cards to sell, decklists pasted on "Buy a deck" (kept 30 days for their share link, or on the customer's account until they remove them), "back in stock" requests, form answers and gift card recipients;
- orders the shop brings in from marketplaces it connects, such as eBay, including the buyer's name and shipping address.
Store page visitors and technical information
Shoppers can create an account on a shop's store page; they sign in with a one-time link sent to their email, so there is no password to store. We do not add advertising or tracking tools, or anyone else's analytics, to tcgpos or to shops' store pages. A shop may add its own Google Analytics to its store page; that information goes to the shop's Google account, not to us.
On tcgpos.app itself (not on shops' store pages), we count visits to our own pages without cookies: for each page, how many times it was shown that day and where the visit came from (such as a search engine, a site that linked to us, or a campaign tag in the link). We don't store your IP address, browser details or any identifier with those counts, so they can't be connected to you.
To stop abuse (password guessing, spam and automated scraping), we briefly keep the IP address a request came from, and clear it after a successful sign-in or once it is no longer needed. Form submissions keep only a one-way hash of the address, never the address itself. Our servers also keep ordinary technical logs to run and fix the Service.
Payment information
Shops take payments through their own payment provider: Stripe, Square, Clover, NMI or Slice at the register, and PayPal, Stripe, Square or Authorize.net on the store page. Card numbers never reach tcgpos's servers: they are read by the provider's card terminal, or entered in the buyer's browser and sent straight to the provider, which returns a token. We store only what the shop needs to find and refund a payment: the card brand, the last four digits, how it was entered, the authorization code and the provider's references.
Each provider handles payment information under its own privacy policy, for example Stripe's and PayPal's. A shop's keys for its provider are stored encrypted.
How information is used
- to provide the Service: run the register, inventory, buylist and store pages, and keep each shop's records;
- to send the email the Service needs: sign-in and password links, welcome messages and replies to support requests;
- to send a shop's own email to its customers (receipts, order updates, and marketing to those who agreed), through the shop's own mail server;
- to keep the Service and its users secure, and to prevent fraud and abuse;
- to support shops, fix problems and improve tcgpos;
- to meet legal obligations.
We do not sell personal information, and we do not use it for advertising. Every marketing email a shop sends carries an unsubscribe link that works without signing in.
Who information is shared with
We share information only as needed to provide the Service:
- Payment providers a shop connects, to take and refund payments, and PayPal for tcgpos plan payments.
- Email delivery: email from tcgpos itself goes through Google Workspace's mail relay; a shop's email goes through the mail provider the shop sets up.
- Hosting, domains and backups: Tier.net, whose servers run tcgpos, and Cloudflare, which manages our domain names (it does not see the traffic to tcgpos) and stores our encrypted off-site backups, which it cannot read.
- Services a shop chooses to connect, which receive what the shop sends them: eBay and TCGplayer (listings and orders), QuickBooks Online (each day's sales, tax, tender, refund, store-credit and buylist totals as one journal entry - never individual customers or transactions), Discord (posts about stock and events, and form answers if the shop sets that up), calendar feeds, and the Slot n' Slab app (the shop's in-stock cards and prices, never its customers; customers' names and emails come back for trade-ins made in the app). Card photos taken with the card scanner are sent to Slot n' Slab to identify the card and are not stored by tcgpos.
- Our referrals program: when a shop signs up with an affiliate code, the Centurion Network referrals site (run by us) is sent the shop's id, web address and code, the owner's email (only to stop people referring themselves; it isn't kept there), and the amount and PayPal reference of each plan payment, so the person who referred the shop can be paid their commission. Shops without a code aren't sent.
- Content a shop embeds on its store page, such as a Google map or a video, loads from that provider, which may set its own cookies.
- Analytics a shop adds: a shop can connect Google Analytics to its store page, which then sends Google what visitors view there and, for online orders, the order number, amounts and items. Google handles it under its own privacy policy, for the shop.
- When required by law, or to protect the rights and safety of shops, their customers or tcgpos; and to a business that takes over tcgpos, under this policy.
Cookies and storage on your device
tcgpos uses only cookies it needs to work (none for analytics or advertising), so there is nothing to opt out of. All are first-party and cannot be read by scripts on the page.
A store page whose shop has added Google Analytics also has Google Analytics cookies, which are Google's and the shop's, not tcgpos's. A UK shop's store page (and any shop's that turns the option on) asks visitors first, and loads Google Analytics only after they accept.
| Cookie | What it's for | Lasts |
|---|---|---|
| tcgpos_tenant_session | Keeps shop staff signed in to the dashboard and register | 7 days |
| tcgpos_customer_session | Keeps a shopper signed in to a shop's store page account | 30 days |
| sf_cart | Remembers what's in a store page shopping cart | 14 days |
| tcgpos_register | Remembers which register a device is | 400 days |
| tcgpos_kiosk | Lets a shop's in-store kiosk tablet open the kiosk | 1 year |
| sf_analytics_consent | On a store page that asks before analytics cookies: whether the visitor accepted or rejected them | 6 months |
| cn_ref | Remembers the affiliate code from a referral link you followed to tcgpos.app, for the sign-up form | 60 days |
| tcgpos_admin_session, tcgpos_impersonation | Sign-in for tcgpos's own support staff, and their access when a shop asks for help | Up to 7 days |
| tcgpos_stripe_connect, tcgpos_clover_oauth, tcgpos_ebay_oauth, tcgpos_google_oauth_state | Security checks while connecting an outside account | 10 minutes to 1 hour |
The register also keeps sales made during an internet outage on the device until they are sent, and remembers a few display and hardware settings in the browser.
How long information is kept
A shop's information is kept while the shop uses tcgpos. When a shop closes, we keep its data so it can be exported or the shop reopened, and delete it when the shop asks us to, unless the law requires us to keep it longer. A shop can correct its customers' records, remove ID details or have them removed automatically. Customer records themselves are kept, because the sales and buy records a shop keeps are tied to them - except that a UK shop can erase a customer's personal data when they ask, leaving those records tied to an anonymous one. ID details are kept only on the customer's record, until the shop removes them or its ID retention period clears them; a law-enforcement record shows the ID on file at the time it is produced. Sign-in links and password reset links expire quickly and are stored only as hashes. Every database is backed up nightly; backups are kept 7 days on our server and an encrypted copy 30 days off-site, so deleted information leaves the backups within 30 days.
Security
Each shop's data lives in its own database. Connections to tcgpos are encrypted, passwords and PINs are hashed, and sensitive values (ID numbers, payment provider keys, email passwords and two-step sign-in secrets) are encrypted. Staff access is controlled by role, and sensitive actions are logged. No system is perfectly secure; if we learn of a breach affecting your information, we will tell the affected shops without undue delay.
Your choices and rights
Shop owners and staff can see and update their account information in the dashboard, and can ask us for a copy of their information or to delete it. Customers of a shop should send requests to the shop, which controls their information; we will help it respond. Anyone can stop marketing email with the unsubscribe link in it.
Depending on where you live, you may have rights to access, correct, delete or receive a copy of your personal information, and to object to some uses of it. We will not treat you differently for using them. To make a request, contact us using the details below; we may need to confirm who you are first.
UK and EU customers
For the information a shop keeps about its own customers, the shop is the controller and Centurion Network is its processor: we handle that information only on the shop's instructions, to provide tcgpos, and not for our own purposes, under our Data Processing Agreement with the shop.
tcgpos is run from the United States, so information about UK and EU shops and their customers is transferred to and stored in the US. We rely on the UK International Data Transfer Addendum to the EU Standard Contractual Clauses, or the UK International Data Transfer Agreement (IDTA), for those transfers, and on the EU Standard Contractual Clauses for transfers from the EU.
Customers of a shop exercise their rights - access, correction, erasure, restriction, objection and portability - through the shop, which can correct a customer's record and (for UK shops) erase their personal data from the dashboard; we help the shop where it needs us. Shop owners and staff can contact us directly. You can also complain to the UK Information Commissioner's Office or your local data protection authority.
The sub-processors that handle this information for us are:
- Tier.net, which hosts the servers that run tcgpos and hold each shop's database (United States);
- Cloudflare, which manages our domain names and stores our encrypted off-site backups, which it cannot read (United States);
- Google (Google Workspace), which relays the email tcgpos itself sends (United States).
The payment processors, mail providers and other services a shop connects (such as Stripe, Square, PayPal, Authorize.net or NMI) work for the shop under its own agreement with them.
If a personal data breach affects a shop's customers, we tell the shop without undue delay, with what we know, so it can meet its own duty to report it within 72 hours where that applies.
Children
tcgpos is a business tool and is not directed at children under 13. We do not knowingly collect personal information directly from them. Shops are responsible for any information they record about the minors they serve.
Changes to this policy
We will update this policy when what we collect or how we use it changes, and tell shops about material changes by email or in the dashboard before they take effect.
Contact
Questions or requests about privacy can be sent to us:
- Email: support@tcgpos.app
- Mail: Centurion Network, PO Box 461, Dallas, NC 28034, United States
Shops already on tcgpos can also write to us from Support in their dashboard. More ways to reach us are on the contact page.